(last revised: 03/08/2016) quick reference guide: change ...€¦ · (last revised: 03/08/2016)...

(Last Revised: 03/08/2016)

Quick Reference Guide: Change Job - Academic

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Keep in mind Information Needed

Steps:

1. Search for the Employee’s name. From the Employee’s Record, click on the Related Actions Icon to display the menu

of Available Actions. Hover over Job Change and click on Transfer, Promote or Change Job.

The Change Job business process supports many tasks

including promotion, demotion, transfer, and data changes.

The Change Job business process should be initiated when a current University of Chicago

employee is selected for an academic or faculty position.

In-Track Promotions: Use Change Job: Promotion - indicate the new Job Profile and new

Compensation details (if applicable). The Update Academic Appointment sub process will be

included as a step in the Change Job process. Should be used to change the rank details of the

academic employee. An unfilled position is not needed for this change. Promote in same position.

Out-of-Track Change: Posting required through ACO; attach the search narrative/information.

An unfilled position is needed for this type of change.

Reappointments: Initiate Change Job: Data Change: Change End Employment Date. The

Update Academic Appointment sub process will be a step in the Change Job process and should

be used to change the end date of the appointment.

Fixed-term employees: the Change job process (Data Change: Change End Employment Date)

must be initiated prior to Update Academic Appointment. An unfilled position is not needed for this

change. Reappoint in same position.

The reason for the job change.

The details of the change i.e. title, effective

date

Details of the updated academic

appointment.

If the job change will include moving the

employee to another position, the position

must already exist in an unfilled status prior

to proceeding with the Change Job

business process.



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2. Click the Edit Icon and use the Prompt Icon to select the answers (if changing) to the following 5 questions:

a. When do you want the change to take effect?

b. Why are you making the change?

c. Who will be the manager after this change?

d. Which team will this person be on after this change?

e. Where will this person be located after this change?

If any of these attributes will not change (for example,

if the employee is being promoted within the same

supervisory organization), these fields can be reviewed

and left unedited.

3. Click the Edit Icon and use the Calendar Icon to enter the Effective Date.



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4. Next use the Prompt Icon to select the Reason you are making the change and update the rest of the fields, as

necessary. The reason selected here must accurately reflect the situation that is occurring. Below is a table of the

Change Job reasons and example scenarios to assist you in selecting the appropriate reason.

Change Job Reason Description Example Scenarios

Change in Weekly Hours (updated)

• Change in weekly hours that does not affect benefits eligibility • If a change in the employee's weekly hours will affect if they are Full Time or Part Time change Time Type field to reflect appropriate corresponding type.

• Change hours within PT range (e.g. 20 – 34 hours) • Change hours within FT range (e.g. 35 – 40 hours) • Change hours bw 20 -40 hours (e.g. 20 – 35) • Change hours bw 0-19 hours (e.g. 5 – 10)

Change End Employment Date Change in an end date. For Fixed Term employees, Change Job must be initiated PRIOR to Update Academic Appointment For reappointments with gaps ensure effective date of the change displays the actual start date of the new appointment and not the day after the end of the most recent appointment.

• Reappointment for 2nd term Assistant Professor

Change Work Location Update to employee work location Employee moves from Social Science Research Building to Social Services Administration

Job Profile Update (updated)

Update a job profile for employee with no change in job responsibilities or compensation.

Employee hired into misaligned or incorrect job profile

Postdoctoral Used for Postdoctoral Researchers who change from a Scholar to a Fellow or vice versa.

Postdoc Fellow transferring to a position of a Postdoc Scholar.

Promotion Movement to a job profile with greater responsibilities and an increase in base pay. Used for both In-Track and Out-of-Track promotions.

• Employee moves from Tenure-Tracked to Tenured • Employee moves from Academic to Faculty



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Change Job Reason Description Example Scenarios

Promotion Non-Competitive DO NOT USE FOR STAFF ONLY

Lateral Move Move to another position in a new organization that may involve a compensation change.

Employee moving from Clinical Associate to Physician Employee moving from Adjunct Professor to Professor, Visiting.

Demotion – Various Reasons Change decreasing employee compensation. Also used for reduction in weekly scheduled hours from over 20 hours to under 20 hours per week.

Employee initiated change decreasing their compensation. Employer initiated change decreasing the employee’s compensation. Employer initiated large scale unit reorganization.

When finished, click the Save Icon .

5. Click on the Start Icon to begin the change job.



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6. A. If an In-Track promotion, click the Edit Icon in the Job Profile row, and use the Prompt Icon to select the new job

profile for the employee.

B. If you are performing the Change Job business process because you are hiring a current UChicago employee or

promoting an existing Academic employee to a new track you will need to have an existing, unfilled position in the

supervisory organization in which the employee will move. Click the Edit Icon in the Position row, and use the

Prompt Icon to select open position the employee will be transferred into.

Remember, an unfilled position must first exist before you can initiate the Change Job process on behalf of someone

who has competitively applied for a position in ACO.

A new position must have been created or;

An existing position edited through the Edit Position Restrictions business process.

Note: If the “Create New Position” checkbox is selected, a validation rule will appear and prevent submission of the

Change Job process. The position must be created before initiating the Change Job business process.

7. If you would like to close the current position, click the checkbox.

8. If you would like the position to be available for overlap, click the checkbox.

9. The Job Title and Business Title will default and should not be changed.

10. Click on the Next Icon to continue.



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11. On the Location Tab, click the Edit Icon , and use the Prompt Icon to select the new Location, and change the

Scheduled Weekly Hours if needed. Please note: that if the position is considered Full Time for Academics, 40 hours should

always be selected as the Scheduled Weekly Hours.


13. On the Details Tab, review the information, and click the Edit Icon to make changes.

Note: Employee type and Time Type are

attributes that are assigned to the position.

These attributes must be correctly assigned at

the position level prior to initiating the Change

Job business process.

Click on the Next Icon to continue.



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14. On the Attachments Tab, click the Add Icon to add an attachment. Click the Attach Icon to select your

attachment and use the Prompt Icon to select the Document Category. If performing the Change Job business process

on behalf of a current employee whose job change is being proposed as a result of being a final candidate for a position

posted in ACO, the Search Narrative and Search Information must be attached here.


16. On the Summary Tab, review all of the change job information and use the Edit Icon to make changes.

If any special instructions or statements are relevant to the proposed job change, please indicate accordingly in the

comments section.

17. Click on the Submit Icon to submit this task.

18. A To Do step (reminder) to follow applicable university policy with regards to posting a vacancy (if applicable) will appear.

Click Submit.



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19. The next task will be Propose Compensation. The next task will be Propose Compensation. Once this task is opened,

there will be multiple sections for information. The Guidelines section does not need to be edited. This section includes

Compensation Package and Grade and will prepopulate based on the Employee Type.

20. Use the Edit Icon to update either the Salary or the Hourly sections of this screen. Bi-weekly employees should have

one Hourly rate entered in the Hourly section and monthly employees should have one monthly rate entered in the Salary

section. Do NOT select the button when proposing compensation as part of the Change Job process, this will add

an additional compensation plan for the employee and will cause overpayment. Within each compensation section, you can



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enter the Actual End Date of the plan amount by clicking on the arrow next to Additional Details. Actual End Dates should

only be entered for fixed-term employees with a salary plan. Once the plan details are entered, click Save.

The Expected End Date field does not have any impact on ending the

compensation plan. The Actual End Date must be entered and maintained

in order for the compensation to stop paying.

If the employee will receive either Period Activity Pay or a One-Time

Payment as their compensation, instead of compensation administered

within the formal Compensation Package, use the minus icon within the

salary or hourly section to remove the plan row that prepopulates in and

click Submit.

21. Click on the Submit Icon to submit this task.

22. You will see that this task is routed to the Budget Partner for review.

23. The next task will be Change Organization Assignments. Review the

assignments and submit.

24. The next task will be Assign Costing Allocations for Change Job.

Indicate appropriate costing allocations at the worker and position, or

worker, position and earning level, and click submit.



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25. The next step is to Update Academic Appointment. The Academic

Appointment should be updated with the pertinent information and

submitted. The Associate Dean will need to approve at which point the

process will route to the Academic Administrator for approval. The

Academic Appointment should only be updated in the following

circumstances – in all other cases, this step should be canceled:

a. Reappointment – Extending appointment end date

b. In-Track Promotion

c. Awarding Tenure

To cancel the Update Academic Appointment process, click on the employee’s name within the inbox task. From the

worker profile, select the Job tab and then select the Worker History. Select the button View Worker History by Category

button .

On the Academic tab, find the Update Academic Appointment process that has a status of “In Progress”.



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Use the related action next to the

Appointment Action for the “In

Progress” Update Academic

Appointment process and select

Business Process > Cancel.

Enter a comment in the comments

section (for example N/A), and click

Submit.



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26. If Update Academic Appointment was submitted, the process will route to be approved by the Academic Administrator.

Next, you will receive a To Do step to Add or End any Academic appointments as would be appropriate based on the

situation. If you are performing change job due to an Out-of Track promotion, or because you are moving a current UChicago

employee into the position, you will need to end the current academic appointment and add the new academic appointment.

If the current academic appointment resides in another academic unit, the Academic Partner from that Academic Unit will

need to initiate the End Academic Appointment process.

For Reappointments and In-Track Promotions, the Add/End Academic Appointment process does not need to be

completed.

27. If a different position was identified for the job change, the Assign Pay Group subprocess will route to the Academic HR

Administrator or Federal Work Study Administrator role, so the appropriate pay group can be indicated.

In situations where employees become benefits eligible, the Change Benefits Elections task will be sent to the

employee. This is also true if earnings increase to the level of highly-compensated.

(last revised: 03/08/2016) quick reference guide: change ...€¦ · (last revised: 03/08/2016)...

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